Cancellation policy template for PT studios
A ready-to-use cancellation and no-show policy for a personal training studio, in plain words clients read and accept. Copy it and fill in your details.
Coach at Omnia Personal Training and co-founder of Trainnode · 1 min read
Copy the policy below and change the parts in square brackets. It follows the advice in No-show and late cancellation policy for PT studios: a 24-hour window, the session counts after that, and a fair way back when someone else takes the slot.
Cancellation and no-show policy
Cancelling or moving a session
You can cancel or move a session for free up to [24] hours before it starts. Do it in the app, or let your coach know.
Cancelling later than that
If you cancel less than [24] hours before your session, or don't show up, the session counts as used. If you paid per session, the payment is not refunded.
If someone else books the time you cancelled, you get the session back.
Exceptions
Once every [three months] we waive a late cancellation for illness or an emergency, no questions asked. Moving a session to another time in the same week is always free when there's a time available.
When we cancel
If your coach or [studio name] cancels a session, you always get it back, whatever the timing.
Packs and memberships
Sessions in a pack are valid for [six months] from the date you buy it. Sessions in a membership are valid until [the end of the month / one month after the end of the month].
How to use it
- Show it before the first session: in your intake paperwork, or in the email clients get when they sign up.
- Keep it the same for everyone. Agree on the exceptions with your coaches once, then stick to them.
- Let the app show it at booking. In Trainnode, the cancellation rule you set per session type is shown to clients in plain words before they confirm, so the written policy and the app always match.
